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 With every great feature, come great questions! This blog is dedicated to those great questions - your great questions. Check back often as our Sage Accpac ERP support analysts, Tyrone Loo and Louis Doza, post solutions to commonly asked questions, helpful hints, and other useful product information.
July 2008 - Posts
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Ever wish all your work could be done for you, and you can just sit back, put your feet up with your cup of coffee and relax? Accpac can't quite do that, but here's a couple of things you can do to help you automate some of your daily processes:
- The Startup folder - Did you know you can have Accpac start multiple screens and reports for you when you logon? To do this, from the Main Accpac desktop, first select the company name at the top of the screen in the left hand side. Now in the right hand side, you should see several icons listing your modules, like AR and GL. From there, right-click and create a new folder and call it "Startup". Now drag whatever icons you want to have start automatically when you start Accpac. The next time you logon to Accpac, the OE screen, or the GL Batch List screen, or whatever other icons you have in there will start automatically!
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Recurring Entries - In AP/AR/GL, you can create recurring entries which make it easier to process transactions which consistently occur, like bank charges, or AR Customer Invoices.
To allow for AR Recurring Charges, in the AR Setup Options, under the Processing tab, the Process Recurring Charges option needs to be selected. Then you need to close and re-open the company for the change to take effect. For AP and GL, the recurring entries are already available.
To setup the schedules to control the frequency of these transactions, go to Common Services -> Scheduling -> Schedules. Depending on the module, you can setup the recurring charge by going through:
- General Ledger Setup -> Recurring Entries
- Accounts Receivable Customers -> Recurring Charges
- Accounts Payable Vendors -> Recurring Payables
In each of these screens, fill out the information (most things are self explanatory, and are just like the regular entry screens, but if you have any problems, try using the F1 help). Now, the next time you logon to Accpac, the Reminder List will come up, and you can create batches much more quickly, and on time!
You can't quite take a vacation and let Accpac do all the work, but hopefully these tips can at least get you a longer coffee break!
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Unlawful employees stealing confidential information, disgruntled workers sabotaging company information. Do these nightmares sound all too familiar? However, just a simple click of an option when setting up the database may put all these nightmares away and bring you a good night’s sleep.
When you are setting up the System Database, there’s an option for Enable Application Security. If you select that option, you will notice that you are now required to enter a password to open a company. So now, you can setup user accounts for each employee that will be using Accpac.
There are three different account types, Admin, User, and Timecard. Only the username Admin is all powerful and can access some functions such as Restart Maintenance and Data activation. Everybody else has to have a type of User or Timecard account. You can setup the User type accounts to access most of the functions within the program. However, what functions it can access will depend on what’s been setup in the Security Groups.
Different from previous versions, Sage Accpac 5.5 Timecard type users no long require a Timecard Users license to access the program. Timecards users are setup for employees to enter their own timecards, and they will have access to that function only.
This is just the tip of the iceberg, there are many many more customizations that you can do to each individual user. I would suggest going through Chapter 6 and 7 of the System Manager Administrator Guide to start with.
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Already upgraded to 5.5, and feel like you're facing some potential problems? Here's a few things to watch out for, which could help you navigate the common upgrade pitfalls.
If you upgraded from a previous version, and are using IC and OE, there's a couple of new fields which need to be populated after the upgrade.
In OE, if you try to edit and post an order created within Sage Accpac ERP5.4, you may get an error "Customer Account Set Does Not Exist." Just go into the order, and under the Processing tab, enter an appropriate Account Set. You'll only have to do this for existing orders, any new orders entered in 5.5 will not have this problem.
In the IC Account Sets, make sure to add an account number to the Credit/Debit Note Clr. field. If you don't, you'll get an "Account Code Does Not Exist" error when you try to run Day End. Speaking of Day End, if you've noticed it's slower than before the upgrade, there's a hotfix to make it faster. Give Solution 25342 a try.
Be sure to check out the Update Notices to see what new features there are which you can take advantage of. From what I've seen so far, 5.5 is a much smoother upgrade than 5.4!
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You may have heard of the term Hot Fix when you are dealing with Sage Accpac ERP. What is it, you may ask. While we would like to think that we live in a perfect world, we don't. There will be times when you encounter a challenge in Sage Accpac ERP. Based on the severity of the issue, a Hot Fix may be created, which is a package that includes one or more files, to address the issue in the software.
So what's the difference between a Hot Fix and a Service Pack? Good question! A Hot Fix is for a single issue and not tested thoroughly while Service Packs are tested thoroughly and addresses more than one issue.
So how do I obtain a Hot Fix? Hot Fix files are downloadable through the knowledge base at http://kb.accpac.com. You can do a search in the knowledge base using key words or the Solution ID number, if you know the number already. Once you have found the article, you will notice that the Solution Type for the article is HOT FIX. Also, in the Solution section, there will also be a link that says “Click here to obtain this Hot Fix”.
So to obtain the Hot Fix:
1. Click the link. It will bring you to an End-User License Agreement.
2. Fill in your information and click the I Accept button to continue.
3. To begin the download, click the file name. I suggest saving the file onto your computer first.
4. Right-click on the downloaded file and select the uncompress option to extract the files.
5. In the extracted files, there will be a Readme. The Readme will contain all the details for the Hot Fix package. It also provides you with the instructions on how to implement the Hot Fix files.
For most of the Hot Fix files, you actually do not need to double-click it to run the installation like most programs. You only need to copy these files and place them in the folders as per the instructions. (On some occasions, the Hot Fix may include an .exe or an .avb file that requires you to run it.) Believe it or not, just a simple copy and paste, and your problem maybe solved.
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